Here are the key points covered in project planning: - Planning involves developing detailed documents that define how the project will be executed, monitored and controlled. - The main planning processes are: develop project charter, develop preliminary scope statement, develop WBS, define activities, sequence activities, estimate activity resources, estimate activity durations, develop schedule, estimate costs, determine budget, plan quality, plan human resources, plan communications, plan risk management, identify risks, perform qualitative and quantitative risk analysis, plan risk responses, and plan procurement. - The key outputs of planning are the project management plan documents such as scope statement, WBS, schedule, cost estimates, quality plan, staffing management plan, communications plan, risk register and procurement

1. Quality Planning
Lesson-5
Planning project Quality, Staffing and
Communications

2. Planning Process # 12
Plan Quality
Inputs Tools & techniques Outputs
Scope baseline Cost benefit analysis Quality management
Stakeholder register Cost of quality plan
Cost performance Control charts
baseline Bench marking Quality metrics
Schedule baseline Design of experiments
Risk register Statistical sampling Quality checklists
Enterprise environmental Flow charting
factors Proprietary quality Process improvement
Organizational process management plan
assets methodologies
Additional quality Project document
planning tools updates
PMRI Bangalore

3. Quality management plan
Project teams strategy to achieve the quality goals
of the project and comprises of;
• Organizational structure
• Responsibilities
• Procedures
• Processes
• Resources
to achieve the quality goals of the project
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4. Definition of quality
Conformance to the requirements and fitness for
use.
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5. Cost of Quality
Cost of quality refers to the total cost of all efforts
to achieve an acceptable level of quality in the
project’s product or service
• Prevention costs
• Appraisal costs
• Failure costs (internal and external)
COQ = POC + PONC
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6. Benchmarking
Evaluation of a group’s business or project
practices in comparison to those of other groups
The purpose of benchmarking is to identify best
practices in order to meet or exceed them
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7. Checklists
Tool that prompts employees to perform activities
according to a consistent quality standard
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8. Cause and effect diagram
Also known as Ishikawa / fish bone diagram
The fins represent ;
• Machine
• Method
• Material
• Measurement
• Personnel
• Environment
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9. Cause and effect diagram
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10. Additional quality planning tools
Brainstorming
Affinity diagrams
Force field analysis
Matrix diagrams
Flow charts
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11. Concepts
Quality metrics
Quality checklists
Process improvement plan
Quality baseline
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12. Exercise
Develop a quality plan for the case study
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13. Planning Process # 13
Develop human resource plan
Inputs Tools and techniques Outputs
Activity resource Organization charts and Human resource plan
requirements position descriptions
Enterprise environmental Networking
factors
Organizational theory
Organizational process
assets
PMRI Bangalore

14. Planning
Human resource planning
Scope  WBS  Activity definition  Activity sequencing
 Activity resource estimating Activity duration
estimating  Schedule developmentCost
estimatingCost budgetingQuality planningHuman
resource planning
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15. Responsibility assignment matrix – RAM
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16. Motivation – other theories
• MacGregor’s theory X and theory Y
• Vrooms
• Herzberg’s theory of motivation
• Hygiene factors
• Motivating factors related to the work itself
“ The superior man does not promote a man simply
on account of his words, nor does he put aside
good words because of the man” Confucius
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17. Maslow’s
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18. Contents of a staffing management plan
Staff acquisition strategies and plan
Time table
Release criteria
Training needs
Recognition and rewards
Guidelines for compliance – government rules
Safety policies and procedures
Recognition and rewards
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19. Acquire project team
Tools and techniques
Negotiation
Pre-assignment
Acquisition
Virtual teams
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20. Functional organization
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21. Projectized organization
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22. Matrix organization
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23. Authority of project manager
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24. Resource staffing histogram
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25. Exercise
Develop the RASCI chart for a project
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26. Planning Process # 14
Plan communications
Inputs Tools and techniques Outputs
Stakeholder register Communications Communications
requirements analysis management plan
Stakeholder management
strategy Communications Project document
technology updates
Enterprise environmental
factors Communication models
Organizational process Communication methods
assets
PMRI Bangalore

27. Planning
Communications planning
Scope  WBS  Activity definition  Activity sequencing
 Activity resource estimating Activity duration
estimating  Schedule developmentCost
estimatingCost budgetingQuality planningHuman
resource planningCommunications planning
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28. Planning
Communication planning
Tools and techniques
 Communications requirements analysis
 Communications technology
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29. Communication directions
Upward communication
Lateral communication
Downward communication
External communication
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30. Contents of the communications
management plan
• What need to be communicated?
• How?
• Who?
• When?
• Where?
• Escalation process
• Process for revision of the communications
management plan
• Meeting guidelines
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31. Communication amplification
n(n-1)/2
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32. The PMBOK view
“ It is the responsibility of the sender
of information to ensure that the
recipient got the message and
understood the intended meaning of
it”
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33. Stakeholder prioritization quadrant
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34. Exercise
Develop a communications management plan for the
case study
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35. 6.6 Risk management
planning

36. Planning Process # 15
Plan risk management
Inputs Tools and techniques Outputs
Project scope statement Planning meetings and Risk management plan
analysis
Cost management plan
Schedule management
plan
Communications
management plan
Enterprise environmental
factors
Organizational process
assets
PMRI Bangalore

37. Contents of a risk management plan
• Methodology
• Budget
• Timing
• Scoring and interpretation
• Reporting format
• Tracking
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38. Planning Process # 16
Identify risks
Inputs Tools and techniques Outputs
Risk management plan Documentation reviews Risk register
Activity cost estimates
Activity duration Information gathering
estimates techniques
Scope baseline
Stakeholder register Checklist analysis
Cost management plan
Schedule management Assumptions analysis
plan
Quality management plan Diagramming techniques
Project documents
Enterprise environmental SWOT analysis
factors
Organizational process Expert judgment
assets
PMRI Bangalore

39. Characteristics
 Continuous
 Forward looking
 Anticipation & Mitigation
 Early and aggressive risk
identification
 Cost , Schedule and
technical
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40. Identify risks
 WBS analysis
 Subject matter expert interviews
 risk management efforts from similar projects
 lessons learned
 design specifications
 agreement requirements
 documentation reviews
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41. Evaluate, Categorize and Prioritize
Business risk Vs insurable risks
Effect based risk classification
time, cost, quality, scope
Source based risk classification
Levels of uncertainty
 knowns
 known unknowns
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 unknown unknowns PMRI Bangalore

42. Other classifications
• Positive risk
• Negative risk
• Primary risk
• Secondary risk
• Residual risks
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43. Define risk parameters
 Risk likelihood (probability)
 Risk consequence (impact)
 Thresholds
 Involve senior management, when schedule
variance is more than 10%
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44. Exercise – 10 minutes
For the project under consideration, identify the
risks and develop the risk register
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45. Planning Process # 17
Perform qualitative risk analysis
Inputs Tools and techniques Outputs
Risk register Risk probability and Risk register updates
impact assessment
Risk management plan
Probability and impact
Project scope statement matrix
Organizational process Risk data quality
assets assessment
Risk categorization
Risk urgency assessment
Expert judgment
PMRI Bangalore

46. Qualitative risk analysis
Subjective analysis of risks to;
Determine which risk events warrant a response
Determine the probability and impact
Determine which risks to analyze fully
Document non critical risks
Determine the overall risk ranking of the project
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47. Probability and impact
Determine the probability of each risk occurring
(educated guess)
Determine the consequences of each risk
occurring
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48. Probability scale
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49. Impact scale
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50. Probability/Impact risk rating matrix
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51. Thresholds
Threshold - Maximum amount of risk that the
organization is willing to accept in a project based
on PxI
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52. Planning Process # 18
Perform quantitative risk analysis
Inputs Tools and techniques Outputs
Risk register Data gathering and Risk register updates
representation
Risk management plan techniques
Cost management plan Quantitative risk analysis
and modeling techniques
Schedule management
plan Expert judgment
Organizational process
assets
PMRI Bangalore

53. Quantitative risk analysis
Process of numerically assessing the probability and
impact of each risk and determining the extent of
the overall project risk.
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54. Quantitative risk analysis
Determine which risk events warrant a response
Determine the quantified probability of meeting
project objectives
Determine cost and schedule reserves
Identify risks requiring the most attention
Create realistic and achievable cost, schedule or
scope targets
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55. Expected monetary value or expected
value
Task Probability Consequences Expected
value
A 10% USD 20,000 USD 2000
B 30% USD 45,000 USD 13,500
C 68% USD 18,000 USD 12,240
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56. Decision tree
Takes into account future events in trying to make a
decision today
Calculates the expected value (probability*consequences)
 Mutual exclusivity
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57. Decision tree - example
failure 35% probability and USD 120,000 impact
Prototype
Set up cost
200,000
Pass – no impact
Failure 70% probability and USD 450,000 impact
Do not
prototype
Pass – no impact
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58. Sensitivity analysis
C1
C2
forecasts
C3
C4
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59. Planning Process # 19
Plan risk responses
Inputs Tools and techniques Outputs
Risk register Strategies for negative Risk register updates
risks, or threats
Risk management plan Risk related contract
Strategies for positive decisions
risks, or opportunities
Project management
Contingent response plan updates
strategies
Project document
Expert judgment updates
PMRI Bangalore

60. Risk response planning
What are we going to do
about it?
Ways to make negative risks
smaller or eliminate them
entirely
Ways to make positive risks
more likely or greater impact
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61. Risk response strategies
 Risk avoidance
 Risk control
 Risk transference
 Risk acceptance
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62. Contingency action
Actions we take, if the risk is occurs
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63. Exercise
For the risks already identified;
Identify risk response actions
Identify contingency actions
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64. Plan
procureme
nt s
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65. Planning Process # 20
Plan procurements
Inputs Tools and techniques Outputs
Scope baseline Make or buy analysis Procurement
Requirements management plan
documentation Expert judgment
Teaming agreements Procurement statements
Risk register Contract types of work
Risk related contract
decisions Make or buy decisions
Activity resource
requirements Procurement documents
Project schedule
Activity cost estimates Source selection criteria
Cost performance
baseline Change requests
Enterprise environmental
factors
Organizational process
assets
PMRI Bangalore

66. Planning
Plan procurements
Process necessary for determining, what to
purchase or acquire, and determining
when and how
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67. Plan purchases and acquisitions
Determining
What
Why
Where
When
Whom
of purchases
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68. Contract
A contract is a formal agreement
Legally binding
All contract requirements should be met
Changes must be in writing and formally
controlled
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69. Centralized Vs Decentralized
Centralized Contracting Decentralized contracting
• Increased expertise in • Easier access to contracting
contracting expertise
• Standardized company • More loyalty to the project
practices
• A clearly defined career Disadvantages
path for contracting staff •No home for the contract’s
person after the project
Disadvantages • Difficult to maintain a high
• Difficult to gain access to degree of contracting
contracting expertise expertise
• One contracts person may • Duplication of expertise
work in multiple projects • Little standardization
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70. The procurement process
Procurement planning
Solicitation planning
Solicitation
Source selection
Contract administration
Contract closeout
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71. Planning
Plan contracting
This is the process necessary for
documenting products, services and
results requirements and identifying
potential sellers
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72. Plan contracting - Types of contract
-Cost reimbursable , CR
- CPFF, cost plus fixed fee
- CPPC, cost plus percentage of cost
- CPIF, cost plus incentive fee
- CPAF, cost plus award fee
- Time and material, TM
- FP, fixed price
- Firm fixed price, lump sum
- FPIF, fixed price, incentive fee
- FPEPA, fixed price, economic price adjustment
- Purchase order
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73. Commonly used procurement documents
Request for BID – RFB
Request for quotation (RFQ)
Request for proposal (RFP)
Request for information (RFI)
Letter of Intent
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74. Exercise
Read section 6.7
Perform exercise -11
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75. Summary of planning
Write down the key points covered in planning 
PMRI Bangalore